Fleet Maintenance Fluids and Lubricants

Agency: Cobb County School District
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 325998 - All Other Miscellaneous Chemical Product and Preparation Manufacturing
  • 424720 - Petroleum and Petroleum Products Merchant Wholesalers (except Bulk Stations and Terminals)
Posted Date: May 20, 2020
Due Date: Jun 2, 2020
Solicitation No: B2045
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
BID# NAME STATUS DUE DATE/ TIME DOCUMENTS ADDITIONAL INFORMATION PROCUREMENT CONTACT UPDATED
B2045 Fleet Maintenance Fluids and Lubricants Open 6/2/2020
3:00 PM
Solicitation
Addendum 1
Melanie Timmerman 05/20/20

Attachment Preview

One Team, One Goal: Student Success
Procurement Services Department
514 Glover Street
Marietta, GA 30060
Telephone: (770) 426-3300
www.cobbk12.org
May 19, 2020
TO ALL VENDORS:
Cobb County School District (CCSD) invites bids for furnishing any and all goods and/or services
required for “Invitation for Bid (IFB) B2045, Fleet Maintenance Fluids and Lubricants” as
described in this document.
The CCSD Procurement Services Department General Terms and Conditions are hereby
acknowledged, understood, and agreed to by the parties and are hereby fully incorporated into
the solicitation document and the resulting contract. Refer to the CCSD Procurement Services
website for the complete General Terms and Conditions. Go to www.cobbk12.org. From this
screen, select “Departments”, choose “Procurement Services” and find the link to “General
Terms and Conditions” on the right hand side of the page.
Vendors are instructed to read carefully all terms, conditions, specifications and requirements in
this IFB. Vendors are required to complete and return forms in their entirety.
The Cobb County School District is closed until further notice. The Procurement Services
Department will be working remotely during this time. Due to the closure, bids may only be
submitted electronically via email to Melanie.Timmerman@cobbk12.org with “IFB B2045, Fleet
Maintenance Fluids and Lubricants” referenced in the subject line. Please allow ample time for
the electronic submission of response.
The bid submittal deadline is June 2, 2020 at 3:00 p.m. Eastern Time. IFB responses submitted
after the due date/time will not be accepted, however, bids can be submitted prior to the due
date/time.
CCSD reserves the right to accept or reject any or all bids and to waive any informalities.
Your interest and participation in the CCSD solicitation process is appreciated.
Sincerely,
David Odom, CPPO
Director of Procurement Services
BOARD OF EDUCATION
SUPERINTENDENT
Brad Wheeler, Chair • David Banks, Vice Chair
David Chastain • Charisse Davis • Jaha Howard • David Morgan • Randy Scamihorn
Chris Ragsdale
Section
IFB B2045, Fleet Maintenance Fluids and Lubricants
COBB COUNTY SCHOOL DISTRICT
MARIETTA, GEORGIA
PROCUREMENT SERVICES DEPARTMENT
TABLE OF CONTENTS
Page #(s)
Special Terms and Conditions
3 – 13
Conflict of Interest
14
Georgia Security and Immigration Compliance Act Documents
15 – 19
Disclosure of Lobbying Activities
20 – 21
Acknowledgement and Agreement
22
Bid Form
23
“No Bid” Reply Form
24
Checklist
25
IFB B2045, Fleet Maintenance Fluids and Lubricants
COBB COUNTY SCHOOL DISTRICT
MARIETTA, GEORGIA
PROCUREMENT SERVICES DEPARTMENT
SPECIAL TERMS AND CONDITIONS
The Special Terms and Conditions are customized specifically to this solicitation. Taking
exception to these terms and conditions or submitting conflicting language may be cause for
rejection of vendor’s response.
Should these Special Terms and Conditions be in conflict with the General Terms and Conditions,
the Special Terms and Conditions shall control.
1.0 PURPOSE
The Cobb County School District (CCSD) is seeking bids from qualified vendors to supply
and deliver fluids and lubricants to the CCSD Fleet Maintenance Departments. The
annual estimated expenditures are approximately $110,000.
2.0 SCOPE OF WORK
2.1 Vendors must define packaging size and provide price per unit of measure on Bid
form. Example: 55 Gallon drum – Price per drum and price per gallon.
2.2 Awarded vendor must respond to all customer inquiries or customer service
issues in a timely manner. Messages or emails should be returned within twenty-
four (24) hours.
2.3 There are no guarantees as to the quantities CCSD will purchase over the time
period stated and therefore, no liability for non-purchase.
2.4 Awarded vendor must be able to deliver in bulk to each satellite shop below:
Argo Maintenance, 4885 Argo Road, Smyrna, GA 30082
• Baker Bus Shop, 2351 Baker Road, Acworth, GA 30101
• Mars Hill Bus Shop, 2891 Mars Hills Road, Acworth, GA 30101
• Sanders Bus Shop, 3826 Sanders Road, Powder Springs, GA 30127
• South Cobb Bus Shop/Transportation, 620 S. Cobb Dr., Marietta, GA 30060
3.0 GENERAL DESCRIPTIONS AND SPECIFICATIONS
3.1 Synthetic Automatic Transmission Fluid
Awarded vendor must provide Synthetic Automatic Transmission Fluid for Heavy
Duty use or CCSD approved equivalent. Must meet or exceed manufacturer’s
requirements for use in all heavy-duty equipment and must be approved with
certification from Allison Transmission. If vendor submits an alternative, vendor
must submit cut sheets detailing the alternative product specifications.
3.1.1 The awarded vendor(s) must be able to deliver to all shops in bulk, not
less than 55-gallon drums.
Page 3
IFB B2045, Fleet Maintenance Fluids and Lubricants
COBB COUNTY SCHOOL DISTRICT
MARIETTA, GEORGIA
PROCUREMENT SERVICES DEPARTMENT
SPECIAL TERMS AND CONDITIONS
3.1.2 Estimated quantity purchased during a 12-month period is approximately
275 gallons.
3.2 Automatic Transmission Fluid
Awarded vendor must provide Automatic Transmission Fluid for Heavy Duty use
in Allison transmissions, or CCSD approved equivalent. Must meet or exceed
manufacturer’s requirements for use in heavy duty equipment. If vendor
submits an alternative, vendor must submit cut sheets detailing the alternative
product specifications.
3.2.1
3.2.2
The awarded vendor must be able to deliver to all shops in bulk, not less
than 55-gallon drums.
The estimated quantity purchased during a 12-month period is 3,500
gallons.
3.3 Motor Oil
3.3.1 AE 15W40 Heavy Duty Motor Oil
Awarded vendor must provide AE 15W40 Heavy Duty Motor Oil, ONLY.
Oil must meet Major Diesel Engine manufacturer’s requirements CI-4 and
CI Plus Rated.
3.3.1.1 The awarded vendor must be able to deliver to all shops in bulk.
3.3.1.2 The estimated quantity purchased during a 12-month period is
8,500 gallons.
3.3.2 5W20 Motor Oil
Oil must meet or exceed performance standards and warranty
requirements of car and light truck manufacturers relying on API SN Plus,
SM, SL or SJ service category motor oil.
3.3.2.1 The awarded vendor must be able to deliver to all shops in bulk.
3.3.2.2 The estimated quantity purchased during a 12-month period is
1,200 gallons.
3.3.3 10W30 Motor Oil
Oil must meet or exceed performance standards and warranty
requirements of car and light truck manufacturers relying on API SN Plus,
SM, SL or SJ service category motor oil.
3.3.3.1 The awarded vendor must be able to deliver to all shops in bulk.
3.3.3.2 The estimated quantity purchased during a 12-month period is
225 gallons.
Page 4
IFB B2045, Fleet Maintenance Fluids and Lubricants
3.4 Coolant
COBB COUNTY SCHOOL DISTRICT
MARIETTA, GEORGIA
PROCUREMENT SERVICES DEPARTMENT
SPECIAL TERMS AND CONDITIONS
Awarded vendor must provide Extended Life Coolant/Antifreeze meeting the
following specifications:
• Pre-diluted 50/50 mixed
• Must meet American Society for Testing Materials (ASTM) D6210
• Phosphate-free
• Silicate-free
• Nitrite-free
• Coolant/water ratio: 50% / 50%
• Freeze Point: -24 degrees F
• Boil over Point: +265 degrees F
3.4.1
3.4.2
3.4.3
Coolant shall not be required to have Supplemental Coolant Additives
(SCA’s ) tested or added during the service life of product. The product
shall have a service life of not less than 750,000 miles.
The awarded vendor must be able to deliver to all shops in bulk, not less
than 55-gallon drums. Each shop stores coolant in in-ground tanks.
Vendor will be required to deliver product and dispose of drums or totes
at no charge to CCSD.
The estimated quantity purchased during a 12-month period is 7,000
gallons.
3.5 Diesel Exhaust Fluid (DEF)
Awarded vendor must provide Diesel Exhaust Fluid (DEF) meeting the following
specifications:
• DEF must meet specifications for use in all SCR diesel engines
• DEF must meet AUS – 32 and ISO 22241 specifications
3.5.1 The awarded Vendor must be able to deliver to all shops in bulk of not
less than 275-gallon totes. Each shop currently is equipped with a
dispensing pump and nozzle attached to tote.
3.5.2 The estimated quantity purchased during a 12-month period is 3,300
gallons.
3.6 Grease
Awarded vendor must provide Chevron Delo Grease EP NLGI 2 or CCSD
approved equivalent. If vendor submits an alternative, vendor must submit cut
sheets detailing the alternative product specifications.
3.6.1
3.6.2
The awarded vendor must be able to deliver in 400 lb. or 120 lb. drums
to each shop.
The estimated quantity purchased during a 12-month period is 800 to
1,000 lbs.
Page 5

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